User Story Mapping�Template (PowerPoint version)

What is the action being taken

What data is being collected and where is it stored

Any additional notes

Chapter headings

Key role taking the action

Note: Before accessing the User Story Map template, you will be prompted to create a Mural account.

-

How to access �the Mural template

1. Click this link to open the Mural template.

2. Click the button “Start from this template.” This will direct you to the sign-on page.

3. Click the “Sign up for free” button on the top left of the screen.

4. Once you’ve created an account you can return to the Mural template (see link in step 1) and click the “Start from this template” to access the template.

User Story Mapping�Template (Mural version)

For an introduction to User Story Mapping and step-by-step instructions for using this template, please read the rest of the slides in this deck.

User Story Mapping Tool

What is a User Story Map?

A User Story Map is a visual tool that documents each step of a process by centering user actions.

It provides a detailed understanding of the process, including who is involved, what data is collected at each step, and how these components interact with one another.

3

Why create a User Story Map?

1. Build a shared understanding across staff and departments on each step of the process, the roles and actions performed at each step, and how data is collected and used throughout the process.
2. Identify gaps, pain points, and inefficiencies in the current process, which are opportunities to reduce redundancies, simplify data collection, and clarify roles and responsibilities.
3. Design a better client experience by avoiding redundant collection of same data and minimizing the number of data collection touchpoints.

Anatomy of a User Story Map

A User Story Map includes three distinct but related components for each process that is being mapped:

4

A simple example of a user story map: “Beatrice’s morning routine”

An organization’s user story map (example)

Key role taking the action

What is the action being taken

What data is being collected and where is it stored

Any additional notes

Organization�Welcome Express

Program�Employment Readiness Program

Map Scope�Intake Process

Case Manager can update the case, other staff can add notes

Pain points or improvement opportunities

Filled in Excel and manually entered in CRM

Preparing to Map Your User Story

1. What process will we map?

Choose a core process to map. You may choose a process to clarify complex workflows, to identify ways to streamline the steps, or to understand how and where data is collected in the process.

Process examples:

• Participant intake
• Program activities from start to completion
• Gathering data and drafting an annual report

4. Where will we map this process?

Lastly, choose the format that you will collaborate in. Your User Story Map can be drafted in person using sticky notes on a wall, digitally using PowerPoint (see the blank template slide), or using a collaborative whiteboarding app such as Mural.

You can find the Mural version of this tool and template here (Click “Enter as visitor” when prompted. To make a copy of this template in Mural, you will need to create an account).

2. Who should be involved in mapping?

Identify the staff who are most familiar with it and those who play key roles throughout the workflow. Include:

• A facilitator to guide the mapping activity.
• Staff who complete or oversee different steps in the process.
• Leaders or other stakeholders who approve or inform parts of the process.

3. How will we map this process?

Choose an approach that best fits your team's availability and working style.

• For example, you may assign one staff member who is familiar with the process to create the initial User Story Map, and share the draft with other key participants to review, validate, and refine.

​

• Alternatively, you may design a collaborative workshop, bringing together key staff involved in the process to build the Map as a group. Plan for a 1.5 to 3 hour session depending on the process complexity.

➜ Before creating a user story map, think through the following questions.

Creating Your User Story Map

1. Define the starting point of the User Story Map by recording what “triggers” the process to start.

2. Continue listing each step in the process (green). Above each step, identify which user is carrying out the action (blue).

3. Document key data collected during the step along with where the data is stored (purple).

4. Include any additional relevant notes, e.g., if a process is automated (yellow).

Your finished User Story Map will have “lanes” of sticky notes that breakdown the process into concrete steps, along with information about who is doing what, what data is collected, etc.

➜ Whether creating individually or collaboratively, you can follow these steps to begin the mapping process.

Assessing your User Story

Is the process working?

Are we collecting data effectively?

Can we automate process steps?

• Pain points: Where are the bottlenecks? Where is the process breaking down, or not working for specific users?
• Skills gaps: Are the actions assigned to the right roles? Do people/roles have the right skills or knowledge to perform the actions?
• Shared understanding: Do we have a shared understanding of the process (the roles, actions, data collection)? Are users doing all the same steps in the same order?

• Efficient collection: Can we collect additional data using existing client touchpoints (rather than creating more follow-ups and forms) to reduce the number of client touchpoints required?
• Consistent collection: Are we collecting data the same way every time? Do we have a shared understanding of what data we are collecting at which step of the process?
• Better-timed collection: If we had any data points earlier in our process, could we make a specific step go faster?

• If entering same data into multiple systems: Consider using “bulk upload” or integrations (third-party or built-in) to minimize data quality issues and unnecessary workload.
• If scheduling high volume of meetings via email: Consider using scheduling tools (e.g., Calendly, Microsoft Bookings) with automated reminders.
• If data is siloed and difficult to consolidate to make decisions: Consider linking 2 to 3 key Excel spreadsheets with basic formulas to enable efficient data consolidation.

?

?

?